UTAS Home › › Library › Information Resources › Special Collections › Indexes to the archival collections and Royal Society records › How to use indexes
Indexes of names, subjects, places give document or collection reference numbers. Readers should refer to the Descriptive lists on the reading room shelves (see the brief Guide leaflet) for more detail.
The indexes to Archives lists are on the Micro-soft Works Data Base (Printed copy on shelves with the desciptive lists. and include the following indexes (See the brief Guide to the University Archives for an explanation of the different types of archives held):-
These indexes are on "Works" data bases.
Names are arranged alphabetically under surname with brief information in columns (or "fields") under headings: name (surname, given names), age (years of birth and death, if known), descn (description - brief identification note such as occupation, relationship, residence, usually abbreviated), date (date of document(s) referred to, topic (context or type of document), ref (reference or call number of archives series referred to - further details given in the item lists) (Note: the UT name index also has additional fields for staff position and dates of service)
To make a search Scroll down names manually by placing curser over arrow at bottom right-hand corner.
Choose "organise" from menu and select "record selection", then in left column highlight NAME and in right-hand column highlight BEGINS WITH and enter name in "record selection" box. Mac will then select all entries for that name and alternative names or spellings can be included. To return to index select "show all records" under "organise".
Choose "organise" from menu and select "find field" and enter name in selection box. This will take you straight to the first occurrence of that name in any field (column).
Note: MAC, Mc & M' names are all entered as Mac, a note "Mc" or "M'" after the name shows the normal spelling.
Alphabetically under subject (subject heading or key word or name of place), type (ie a subheading), date (date of document or date range), ref (reference or call number of archives series referred to - further details given in the item lists).
As far as possible similar subjects are grouped together under a general subject heading (eg agriculture for all aspects of the farm and pastoral industry), trade and industry, ships and shipping, education, health etc., but cross references are noted where appropriate).
To make a search in the Subject Index scroll down subjects in left-hand column manually by placing curser over arrow at bottom right-hand corner.
Choose "organise" from menu and select "record selection", then in left column highlight SUBJECT and in right-hand column highlight BEGINS WITH and enter a subject key word in "record selection" box. Mac will then select all entries for that subject. Alternative key words can be included, under "or".
To return to index, select "show all records" under "organise". The "find field" option under the "organize" menu is not recommended for the subject index as it tends to go words in description or even parts of words.
To quit an index database tupe command and Q or select quit under "File" in the menu. Do Not "SAVE" (click "no" if Mac asks if you want to "save", in case of accidental alterations when making a search).
Hard Copy Print-outs of the indexes are available on Reading Room Shelf.
Authorised by the University Librarian
5 September, 2011